Project Administrator

Project Administrator

Location: Panama City, Panama
Schedule: Full-Time, Onsite (Monday–Friday, 8:00 AM–5:00 PM)
Reports To: Senior Vice President of Operations (U.S.-Based)

Position Overview

Continuity Global Solutions is seeking a highly organized, detail-oriented, and proactive Project Administrator to support the Senior Vice President of Operations and assist with the coordination and administration of multiple international projects. This position will be based in our Panama City office and will serve as a critical link between operations, finance and project management teams.

The ideal candidate is fluent in English, possesses exceptional written and verbal communication skills, and thrives in a fast-paced environment requiring strong organizational abilities, attention to detail, and the ability to manage multiple priorities simultaneously.

Requirements

• Provide direct administrative support to the Senior Vice President of Operations.
• Manage calendars, meetings, travel arrangements, and scheduling across multiple time zones.
• Draft, proofread, and edit professional correspondence, documents, and operational reports.
• Maintain confidential records and sensitive company information.

• Assist in the planning, coordination, and execution of domestic and international projects.
• Track project milestones, deliverables, staffing requirements, and deadlines.
• Maintain project documentation, databases, and operational records.

• Maintain staffing trackers, deployment schedules, and personnel records.
• Coordinate candidate documentation and onboarding requirements.

• Assist with project budget tracking and financial reporting.
• Monitor project expenditures and compare actual costs against approved budgets.
• Prepare budget summaries, expense reports, and financial tracking spreadsheets.
• Coordinate with accounting and finance personnel regarding invoices, purchase orders, and project-related expenses.
• Support forecasting and budget planning activities.

• Prepare and track purchase requests, purchase orders, and vendor communications.
• Coordinate equipment shipments and inventory tracking.

• Maintain organized electronic and physical filing systems.
• Perform additional duties and special projects as assigned.

Required Qualifications

• Fluency in English (written and spoken) is required.
• Bachelor’s degree in Business Administration, Project Management, Finance, or a related field preferred.
• Minimum of 3 years of administrative, project coordination, operations, or related experience.
• Exceptional written, verbal, and interpersonal communication skills.
• Strong organizational and time-management abilities.
• Proven ability to manage multiple projects and deadlines simultaneously.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Experience maintaining spreadsheets, reports, and tracking systems.
• Strong analytical and problem-solving skills.
• High attention to detail and accuracy.
• Ability to work independently with minimal supervision while also functioning effectively within a team environment.

Preferred Qualifications

• Familiarity with international operations, government contracting, or security-related

projects.

• Experience supporting senior executives or operational leadership.
• Experience with project budgeting, financial tracking, or cost reporting.